Position Purpose:
The Project Support Coordinator provides administrative and organizational support to management and project team members by coordinating the preparation, maintenance, and distribution of project-related files and materials. This role requires proficiency with various office software programs and computer systems. Key responsibilities include organizing project activities, coordinating meetings with partners and collaborators, and maintaining accurate document control.
Primary Duties/Responsibilities:
- Assist the work management staff in the preparation and development of various presentation documents, management, follow-up, etc.
- Maintain up-to-date project tracking charts.
- Prepare and follow up on contracts, purchase orders and change orders and transmit the necessary documents to the various stakeholders (professionals, subcontractors, clients, etc.)
- Participate in project follow-up (schedules, budgets, invoicing, etc.)
- Assist in the production and follow-up of action plans with the management staff.
- Prepare and assemble all documents required for the submission of bids from subcontractors and professionals.
- Request, prepare and send various contract documents and bids, and control the quality of contract documents.
- Participate in the preparation of quotations and subcontracts.
- Conduct site visits and inspections to oversee construction and implementation activities.
- Establish and maintain a filing system for project documents and ensure traceability.
- Maintain and manage all documentation, digital and paper, including technical documentation, drawings, manuals and business correspondence.
- Prepare and collect customer and supplier invoices.
- Compile data and produce graphs, tables and reports at various intervals.
- Plan and prepare various internal and external meetings and documentation.
- Create internal and external communication materials.
- Write meeting minutes.
- Perform quality control on files before sending them to the client.
- Perform all other related tasks.